Job summary
You will provide a comprehensive and efficient values-based recruitment service to our Electronic Patient Record (EPR) Programme, giving advice and support to managers, staff and candidates on the recruitment cycle including vacancy authorisation, NHS employment check standards and recruitment terms and conditions.
You will be responsible for coordinating interviews, facilitating assessment centres and the production and issuing offer letters to successful candidates.
You will be part of a recruitment team that provides a critical service to ensure that our Trust can continue to deliver high quality patient care, achieved by ensuring that all recruitment activities for the EPR programme are completed in a timely way.
Main duties of the job
- As Recruitment Coordinator for the EPR Programme you will provide advice and guidance to colleagues and managers on the vacancy control process, advertising and shortlisting of vacancies in line with recruitment best practice and always acting in accordance with our Trust policy.
- You will have high level conversations with managers regarding service redesign and talent management, building and holding an effective and robust talent pool to support organisational redesign.
- You will prioritise your workload effectively, reacting to the changing demands of the programme to ensure all deadlines and key performance indicators (KPI's) are met. In addition, you will aid and contribute to the development of departmental policies and procedures relevant to the role using creativity and innovation to support with service improvement and continued development.
About us
Our Trust is embarking on the biggest programme of clinical pathway transformation it has ever undertaken.
This exciting and challenging programme aims to fundamentally change how we deliver health and care in Devon in a way that is both clinically and financially sustainable. In implementing the new EPR programme, we will be guided by ensuring we do the right thing for our patients and carers, people and communities as well as creating a working environment which better enables our staff to deliver the best care they can every day.
The key to unlocking this major programme of change is the engagement and involvement of service users and staff in delivering the changes needed.
This work will be supported through the introduction of a comprehensive Electronic Patient Record (EPR) system.
This involves working in partnership with our preferred EPR supplier to deliver this transformational programme of work and will have the active engagement of our ICS partners across Devon.
Why Work With Us
Job description
Job responsibilities
Communication and working relationships
- train managers and staff on the use of Trac
- ensure that any information released from the organisation is of a professional standard
- offer guidance, advice and support to junior members of the team, training and mentoring as appropriate
Analytical and judgement
- regular use of analytical skills and personal judgment to identify resolutions for queries, acting with integrity when decision making, escalating any concerns to the Recruitment Team Leader
- conduct regular evaluation on the service you are providing and work with colleagues and the team leader to amend practice accordingly
Planning and organisation
- manage vacancies and applicants using Trac including, advertising posts, arranging and facilitating assessment centres, issuing appointment information, and processing pre-employment checks. Ensure that all information is maintained and up-to-date using relevant HR systems
- manage all pre-employment checks to ensure they are carried out promptly and meet the NHS Employment Standards including; ID checking*, right to work in the UK*, professional registration check*, reference checking*, criminal records checks*, occupational health clearance
- ID checking verifying ID documents as originals using the checking process
- right to work (RTW) checks verifying documents ensuring compliance against Home Office standards, escalating any concerns to the recruitment team leader
- professional registration check online checks with the various professional registration councils, validating information and ensuring registration is active, raising concerns with expired or due to expire registrations and alerting recruiting managers to any restrictions in place
- reference checks ensure the candidate has provided the correct reference information, in line with NHS employment standards and any gaps of employment are accountable
- criminal Records check responsible for ensuring the correct level of DBS check is processed for the role
- track candidates and chase information to ensure pre-employment checks are completed within the key performance indicator (KPI) framework using Trac
Policy and service responsibility
- understand UK Visa and Immigration Certificates of Sponsorships and how to apply as appropriate
Information technology and administrative duties
- set up personal files, ensuring that they are kept in an ordered fashion and are fully up to date, logged as necessary and maintained in a secure environment in accordance with data protection regulations
- utilise Trac and other web-based systems to fully record and report on recruitment activity and recording of information
- record all NHS employment checks onto Electronic Staff Record (ESR) system ensuring personnel data is accurate and up-to-date
- understand and manage honorary contracts/MOUs within your area, maintaining effective records
- general administration duties as needed to support the function of the recruitment service
Responsibility and accountability
- responsible for individual casework relating to recruitment
- must be able to work autonomously and using own initiative with the freedom to act, whilst always working within procedures and seeking advice where appropriate
- ensure that complete confidentiality is maintained at all times in dealing with personal and sensitive information on personal files, job applications, references, DBS checks, passport and visa documentation
- continued professional development to keep informed of changes in recruitment practices and implementing any changes
- actively and positively participate in monthly 1-1 reviews to provide support, audit compliance of NHS employment checks, identify training needs and discuss performance against KPIs
Job description
Job responsibilities
Communication and working relationships
- train managers and staff on the use of Trac
- ensure that any information released from the organisation is of a professional standard
- offer guidance, advice and support to junior members of the team, training and mentoring as appropriate
Analytical and judgement
- regular use of analytical skills and personal judgment to identify resolutions for queries, acting with integrity when decision making, escalating any concerns to the Recruitment Team Leader
- conduct regular evaluation on the service you are providing and work with colleagues and the team leader to amend practice accordingly
Planning and organisation
- manage vacancies and applicants using Trac including, advertising posts, arranging and facilitating assessment centres, issuing appointment information, and processing pre-employment checks. Ensure that all information is maintained and up-to-date using relevant HR systems
- manage all pre-employment checks to ensure they are carried out promptly and meet the NHS Employment Standards including; ID checking*, right to work in the UK*, professional registration check*, reference checking*, criminal records checks*, occupational health clearance
- ID checking verifying ID documents as originals using the checking process
- right to work (RTW) checks verifying documents ensuring compliance against Home Office standards, escalating any concerns to the recruitment team leader
- professional registration check online checks with the various professional registration councils, validating information and ensuring registration is active, raising concerns with expired or due to expire registrations and alerting recruiting managers to any restrictions in place
- reference checks ensure the candidate has provided the correct reference information, in line with NHS employment standards and any gaps of employment are accountable
- criminal Records check responsible for ensuring the correct level of DBS check is processed for the role
- track candidates and chase information to ensure pre-employment checks are completed within the key performance indicator (KPI) framework using Trac
Policy and service responsibility
- understand UK Visa and Immigration Certificates of Sponsorships and how to apply as appropriate
Information technology and administrative duties
- set up personal files, ensuring that they are kept in an ordered fashion and are fully up to date, logged as necessary and maintained in a secure environment in accordance with data protection regulations
- utilise Trac and other web-based systems to fully record and report on recruitment activity and recording of information
- record all NHS employment checks onto Electronic Staff Record (ESR) system ensuring personnel data is accurate and up-to-date
- understand and manage honorary contracts/MOUs within your area, maintaining effective records
- general administration duties as needed to support the function of the recruitment service
Responsibility and accountability
- responsible for individual casework relating to recruitment
- must be able to work autonomously and using own initiative with the freedom to act, whilst always working within procedures and seeking advice where appropriate
- ensure that complete confidentiality is maintained at all times in dealing with personal and sensitive information on personal files, job applications, references, DBS checks, passport and visa documentation
- continued professional development to keep informed of changes in recruitment practices and implementing any changes
- actively and positively participate in monthly 1-1 reviews to provide support, audit compliance of NHS employment checks, identify training needs and discuss performance against KPIs
Person Specification
Qualifications
Essential
- NVQ3 or equivalent proven relevant recent experience working in an office environment
- Good demonstrable general education, including basic numeracy and literacy
- Understanding of recruitment process with particular knowledge of relevant NHS Safer Employment Check Standards
- Relevant and recent experience of working in a busy office environment with an ability to demonstrate multi-tasking, prioritisation and organisation skills to meet deadlines
Desirable
- Member of CIPD (such as Associate or have Certificate in Personnel Practice) or willingness to work towards it
- Knowledge of NHS systems such as Trac, ESR and NHS Jobs
Person Specification
Qualifications
Essential
- NVQ3 or equivalent proven relevant recent experience working in an office environment
- Good demonstrable general education, including basic numeracy and literacy
- Understanding of recruitment process with particular knowledge of relevant NHS Safer Employment Check Standards
- Relevant and recent experience of working in a busy office environment with an ability to demonstrate multi-tasking, prioritisation and organisation skills to meet deadlines
Desirable
- Member of CIPD (such as Associate or have Certificate in Personnel Practice) or willingness to work towards it
- Knowledge of NHS systems such as Trac, ESR and NHS Jobs
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
